TOWN OF ABCABC HEALTH & SAFETY POLICY MANUAL Name of Policy SUN SAFE WORK POLICY

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1 Section HEALTH AND SAFETY TOWN OF ABCABC HEALTH & SAFETY POLICY MANUAL Name of Policy SUN SAFE WORK POLICY Developed By: Date: April 2016 Page 1 of 11 Policy Statement The Town of ABCABC is committed to the health and safety of its workers. This commitment includes protecting employees from the adverse effects associated with prolonged exposure to solar ultraviolet radiation (UVR). Scope This policy applies to every department/division, supervisor, and employee of the town of ABCABC, where outdoor work or work assignments are required and there is a risk of prolonged exposure to solar UVR as a result of these activities. Rationale Although exposure to small amounts of solar UVR can have beneficial effects, such as vitamin D synthesis in the skin, there are significant health risks associated with overexposure to solar UVR, both of an acute and chronic nature. Sunburn is the immediate result of too much exposure to UVR. Over a period of years UVR causes eye damage, premature aging of the skin, damage to the immune system as well as increasing the risk for skin cancer. These health problems are largely preventable by following sun safety guidelines. Goals a) To raise awareness of the risks associated with exposure to solar UVR. b) To raise awareness of the guidelines for sun safety. c) To increase the awareness of providing adequate shade for outdoor workers and to be flexible in work assignments. d) To define the responsibilities of the employer, supervisor, and employee in implementing/supporting and maintaining the policy/procedure. e) To assist in the protection of workers from overexposure to solar UVR. NOTE: Sun Safety protection should NOT replace current safety wear, such as hard hats or lead to other safety risks. (e.g. The risk of head injury from using hats with inadequate impact protection, or the risk of heat stress from wearing heavy clothing in hot environments). 1

2 Definitions Competent Person must be Qualified through knowledge, training and experience to organize the work and its performance Be familiar with the OHSA and the regulations that apply to the work being performed in the workplace and Know about any actual or potential danger to health and safety in the workplace. (OHSA 1 (1)) Outdoor Worker is an employee that is required to perform outdoor work or work assignments and is at risk of prolonged sun exposure Skin cancer is the most common type of cancer. It usually forms in skin that has been exposed to sunlight, but can occur anywhere on the body. Skin has several layers. Skin cancer begins in the epidermis (outer layer), which is made up of squamous cells, basal cells, and melanocytes. Solar Ultraviolet Radiation (UVR) is a component of the electromagnetic radiation (EMR) spectrum emitted from the sun. It is composed of wavelengths from nm. This type of radiation can cause many adverse health effects associated with prolonged sun exposure. Types of Ultraviolet Radiation and Their Features Ultraviolet Radiation Type General Features Ultraviolet A radiation UVA, long-wave UV) -not filtered out in the atmosphere -passes through glass -produces some tanning -once considered harmless but now believed harmful over the long term -levels remain relatively constant throughout the day Ultraviolet B radiation (UVB, sunburn radiation) Ultraviolet C radiation (UVC, short-wave UV) Canadian Centre for Occupational Health & Safety, Sun Cancer and Sunlight, -some filtered out in the atmosphere by the ozone layer -does not pass through glass -causes sunburn, tanning, wrinkling, aging of the skin and skin cancer -highest intensity at noontime -filtered out in the atmosphere by the ozone layer before reaching earth -major artificial sources are germicidal lamps -burns the skin and causes skin cancer 1 2 Low Moderate 6 7 High Very High 11+ Extreme 1 2 No Protection Required You can safely stay outside Protection Required Seek shade during midday hours. Slip on a shirt, slop on sunscreen And slap on a hat! World Health Organization 2003, Sun Protection Primary Teaching Resource Extra protection Avoid being outside during midday hours! Make sure you seek shade! Shirt, Sunscreen and hat Are a must! 2

3 Sunburn - reddening, inflammation, and, in severe cases, blistering and peeling of the skin caused by overexposure to the ultraviolet rays of the sun. Sun Protection Factor (SPF) measures the level of sunburn protection provided by a sunscreen. The higher the SPF number, the greater the protection from the sun. (E.g. an SPF of 15 blocks out 92% of UVR rays and SPF 30 blocks out 97% of UVR rays and SPF of 40 blocks 98% of UVR.) Sunscreen is any SPF rated product designed for skin protection against UVA and UVB. It is not intended to extend the exposure time to sunlight, but rather to reduce the effects of sunlight when people have to be in the sun. It should be used in addition to, not instead of, working in shade, and wearing suitable clothing, hats, and sunglasses.. Supervisor means a person who has charge of a workplace or authority over a worker (OHSA 1(1)) Responsibilities Duties of Corporate Officers & Directors Every officer and director of a corporation must take all reasonable care to ensure that the corporation complies with the OHSA and regulations as well as with any orders ad requirements of Ministry of Labour inspectors, Directors and the Minister (OHSA 32) Employers a) Instruct, inform and supervise workers to protect their health and safety (OHSA 25 (2)(a)) b) Appoint competent persons as supervisors (OHSA 25(2) (c)) c) Inform a worker, or a person in authority over a worker, about any hazard in the work, and train that worker in the handling, storage, use, disposal and transport of any equipment, substances, tools, material etc (OHSA 25 (2)(d)) d) Not employ or permit persons, who are under the prescribed age for the employer s workplace to be in or near the workplace (OHSA 25(2) (f) (g)) e) Take every precaution reasonable in the circumstances for the protection of a worker (OHSA 25(2) (h)) f) Post in the workplace a copy of the OHSA, as well as explanatory material prepared by the Ministry of Labour that outlines the rights, responsibilities and duties of workers. (OHSA 25 (2) (i)) Supervisors a) Ensure that a worker works in compliance with the Act and regulations (OHSA 27 (1)(a)) b) Ensure that any equipment, protective device or clothing required by the employer is used or worn by the worker (OHSA 27 (1) (b)) c) Advise a worker of any potential or actual health or safety dangers known by the supervisor (OHSA 27 (2)(a)) d) If prescribed, provide a worker with written instructions about the measures and procedures to be taken for the worker s protection (OHSA 27(2)(b) and e) Take every precaution reasonable in the circumstance for the protection of workers (OHSA 27(2) (c) Workers a) Work in compliance with the Act and regulations (OHSA 28 (1)(b)) b) Use or wear any equipment, protective devices or clothing required by the employer (OHSA 28(1)(d)) c) Report to the employer or supervisor any known missing or defective equipment or protective device that may endanger the worker or another worker (OHSA 28(1)(c)) 3

4 d) Report any hazard or contravention of the OHSA or regulations to the employer or supervisor (OHSA 28(1)(d)) e) Not remove or make ineffective any protective device required by the employer (OHSA28(2)(a)) Joint Health and Safety Committee (JHSC) a) Review the policy annually to determine if goals are being met, to identify any barriers and to recommend changes/improvements. b) Review all Employee Incident Reports to identify any trends related to UVR exposures. Procedures 1) All Department Managers are to complete a Sun Safety Risk Assessment Survey to determine the risk category their employees fall into. Refer to Appendix A Sun Safety Risk Assessment Survey 2) All Department Managers are to Monitor the Daily a) Be aware of the daily from April through September. b) Take appropriate sun safety precautions on days with higher values. (e.g. When a value is 6 or greater, some workers, with no protection, will burn within 15 minutes of exposure). c) Whenever the is 3 or greater it is posted on the Internet at: and is broadcasted on radio stations. 3) The following Hierarchy of Controls are to be determined by the Department Manager and enforced by the Supervisors of each location. Engineering Controls a) Use Shade 1. If you must be outdoors during peak sun hours, use shade, portable shade or shaded areas whenever reasonable to minimize exposure to UV. 2. Portable shade can be, but is not limited to the following: umbrellas, tarps, tents and canopies. 3. Seek shade at break and lunch times. Administrative Controls a) Schedule Outdoor Work to Minimize Peak Sun Intensity Hours 11am 4pm. Whenever reasonable, outside work should not be scheduled during peak UV times. Where the job or work times cannot be changed, consideration will be given to the rotation of workers while providing personal protective equipment to the workers. b) Conduct regular risk assessments, c) Post daily UV index, d) Provide frequent water and rest breaks in high heat b) Training a. To promote the adoption and practice of Sun Safety, all department managers, will provide the following information to outdoor workers annually: i. information about the harmful effects of UVR; ii. information about and promotion of engineering and administrative controls i.e. use of shade and job rotation 4

5 iii. Information about and promotion of the correct use of personal protective equipment provided; iv. Information about how to report a hazard i.e. over exposure to the sun but no sunburn has occurred; v. Information about how to report an incident i.e. sunburn, and vi. Information about the early signs of skin cancer. c) Compliance a. Managers will: i. Ensure that the sun protection policy and requirements are made available to staff ii. Monitor the use of sun protection control measures to ensure compliance iii. Initiate standard company grievance procedures if a worker fails to comply with sun-protective control measures iv. Ensure that injury reporting procedures are followed when an incident of sunburn or excessive exposure to UV radiation occurs in the workplace. Personal Protective Equipment a) Long-sleeved, closely-woven clothing that covers as much of the body as practicable, b) Wear a wide brim hat (8cm or more); attach a back flap and visor to a construction helmet c) Apply a broad spectrum (protects against UVA and UVB) sunscreen with a Sun Protection Factor (SPF) of 30 or higher on exposed skin. i. Apply sunscreen liberally, 30 minutes before exposure and reapply every two hours especially when sweating. (A skin patch test should be done prior to first time usage to rule out any product sensitivities). d) If insect repellent is required apply after sunscreen. Use the minimal effective amount (30% DEET or less depending on how long you will be exposed to mosquitoes). Apply to clothing and exposed skin only. e) Apply a broad spectrum lip balm with a SPF of 30 or higher f) Wear eyeglasses that effectively filter ultraviolet rays. The ANSI Z standard for non-prescription sunglasses should be followed as applicable. Note: The use UV-safety measures should not lead to other safety risks-the risk of head injuries from using hats with inadequate impact protection, for example, or the risk of heat stress from wearing heavy clothing in hot environments. 4) Refer to your Heat Stress Prevention Program. The sun exposes outdoor workers to both heat and solar ultraviolet (UV) radiation. This puts workers at risk for (but not limited to) heat stress, skin cancer, sun burn, and skin damage. 5) Refer to your Incident Reporting and Investigation Program. Communication To clearly communicate Town of ABCABC s Sun Safe Work Standard with all employees. All employees should be able to readily access required occupational health and safety policies and training. Training Every employee will be required to attend a health and safety orientation and receive retraining as required. 5

6 Evaluation Town of ABCABC shall undertake, and review annually health and safety policies and procedures in consultation with the Joint Health & Safety Committee and/or Health & Safety Representatives. All Employees will be evaluated on their accountability for their prescribed procedures as outlined in this standard. Supervisors will measure the behaviour of workers before and after instituting sun protection changes. There should be about a three month period between introducing sun protection measures and assessing these. Evaluation of the effectiveness of the program should be ongoing. Refer to Appendix B PROGRESS TRACKER Canadian Dermatology Association Acknowledge Success and Make Improvements The employer will recognize the success of this program and develop a continual improvement plan based on policy review and program evaluation. 6

7 Appendix A Sun Safety Risk Assessment Survey Sun Safety for Outdoor Workers, A toolkit for policy development, Niagara Region The health risks concerning UV radiation depend on the time of day of exposure, length of time out in the sun, amount of shade available, time of year and other risk factors. The following sun safety risk assessment survey should be sent to all outdoor workers in order to determine the situation at a particular workplace. The scoring weight for each question is listed below. The maximum score is 34. A score higher than 10 indicates that a worker is at risk for short and long-term skin damage due to sun exposure. Measures need to be taken to improve sun safety at the workplace. A score of 15 and over indicates a worker is at high risk for short and long term skin damage due to the sun exposure. There is a serious need for preventive actions to improve sun safety at the workplace. Use the information gathered as a tool to increase awareness among management and staff of the risks to themselves from excessive sun exposure. When communicating UVR messages, include the survey results.. From the recent sun safety assessment everyone filled in, we found that % of our workers fall into the high risk group because of their sun exposure at the workplace. A further % of our workers fall into the at risk group. There is a need to introduce sun safety measures to reduce the health effects of excessive sun exposure on our workforce. Scoring weights 1. A)3 B) 0 C)2 D)0 2. A)0 B)1 C)2 D)3 E)4 3. A)2 B)1 C)0 4. A)2 B)1 5. A)2 B)0 6. A)1 B)2 C)4 7. A)3 B)0 8. A)3 B)2 C)2 9. A)0 B)0 C)0 D)0 E)0 F)3 10. A)2 C)0 11. A)2 B)0 12. A)0 B)2 7

8 Sun Safety Risk Assessment Survey Sun Safety for Outdoor Workers, A toolkit for policy development, Niagara Region Date: Occupation: Duties: Work Location: Occupational health and safety staff are concerned about the sun exposure and sun safety among outdoor workers. Please fill in this form to help gather information to evaluate the situation at our workplace. Please circle answers. 1. I work outdoors: a. All day b. Early morning (before 11 a.m.) c. Mid-day (11 a.m. - 4 p.m.) d. Late afternoon/evening (after 4 p.m.) 2. When working outdoors, I am exposed to the sun: a. Less than an hour b. More than one hour c. More than two hours d. More than three hours e. All day 3. Is there any shade available when you are working? a. No shade b. Some shade (natural shade from trees or shade from the side of buildings) c. Provided shade (canopy, umbrella, tent, shade structure) 4. Is there any shade available when you are taking a coffee or lunch break? a. No shade b. Some shade (natural shade from trees or shade from the side of buildings) c. Provided shade (canopy, umbrella, tent, shade structure) 5. Have you been sunburned at work? a. Yes b. No 6. If yes, how many times a year? a. Once b. Two-three times c. Four or more 8

9 Sun Safety Risk Assessment Survey Sun Safety for Outdoor Workers, A toolkit for policy development, Niagara Region 7. If yes, was the sunburn severe? (painful/blistering) 8. If yes, where on the body were you sunburned? a. Face, neck or ears b. Back c. Arms or legs 9. What personal sun protective measures do you use while you are at work (provided by yourself or employer)? a. SPF 30 or higher sunscreen b. Hat- wide brimmed or helmet with neck flap c. Clothing- long pants d. Clothing- long-sleeved shirt e. Sunglasses f. None 10. Does most of your outdoor work take place between April and September? a. Yes b. No 11. If you work outdoors in the winter, do you work in sunny, snowy conditions? a. Yes b. No 12. Is the UV index posted at your workplace? a. Yes b. No 9

10 Appendix B PROGRESS TRACKER Canadian Dermatology Association Use a chart like the one below to help you review progress in key areas. Tools Progress Instituted Comments Ideas/Exchanges for Next Year Sun Safety Policy Education Limit exposure to UV Shade provision and use Sun protective clothing and hats provision and use Sunscreen provision and use 10

11 References Canadian Centre for Occupational Health & Safety, Sun Cancer and Sunlight, Canadian Dermatology Association, Sun Safety for Outdoor Workers Occupational Health and Safety Act and Regulations (R.S.O 1990) Occupational Cancer Research Centre, Sun Safety at Work Canada, Ontario Ministry of Labour, Control Measures Ultraviolent Radiation in the Workplace Sun Safety for Outdoor Workers, A toolkit for policy development, Niagara Region World Health Organization 2003, Sun Protection Primary Teaching Resource 11